Steps to Add an EmployeeNote: The Positions screen is only available in the Employee File if the school district has the Human Resources module.
From within the Employee File, click the Positions tab.
To add a position for the employee, complete the Positions section by entering the following:
In the Position Title Description field, click the down-arrow button or press the Ctrl+F keys to select the position for which the employee holds.
Tip: When searching in the Position Title Description field, all the active positions appear by default; if desired, to view only the positions that are currently open (vacant) within the school district, change the filters so only the positions with a blank Position Start Date appear (to do this, click the Filter button for the Position Start Date field (column) when searching and select (Blanks)).
Once the position is selected, the description for the corresponding position type and position will appear in the Position Type Description and Position Description fields. The information in these fields cannot be changed on this screen.
Enter the ID of the evaluation type used for the employee in the specified position in the Evaluation Type ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. The evaluation type as entered for the particular position title in the Position Titles File will appear as the default, but can be changed if needed.
Enter the FTE for the particular employee for the specified position in the Position Employee FTE Value field, if desired. The number for the FTE can be up to 6 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable. The FTE for the position will appear as the default, but can be changed if needed.
Note: If the position is split amongst two or more employees who are sharing the job, enter only the FTE for the particular employee here.
Enter the date when the employee started working in the specified position in the Position Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
Leave the Position End Date field blank when adding an employee who is currently in the specified position.
Note: Only complete the Position End Date field if the employee is no longer working in the specified position or the employee will stop working in the position on a certain date in the near future (as will indicate the position is open and waiting to be filled). If entering an end date, use the mm/dd/yyyy format or click the down-arrow button to select the correct date. The date entered in this field must be on or after the date entered in the Position Start Date field.
The number of years the employee has held the position is automatically calculated and displayed in the Years in Position field. The number of years is calculated based on the Position Start Date for the employee and the current date of the computer (or the Position End Date if the employee is no longer in the position), and cannot be changed.
The corresponding information (as defined from within the Positions File) for the selected position will appear in the Site ID, Building ID, Department ID, Office Phone Number, Extension, and Cell Phone Number fields. The information in these fields cannot be changed on this screen.
Click the Save button.
If desired, complete the Evaluations section for each position for the employee by entering the following:
Enter the date the evaluation was completed or conducted in the Evaluation Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
Enter the ID of the employee who completed or conducted the evaluation in the Evaluator ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If desired, enter the ID of the evaluation type used for the evaluation in the Evaluation Type ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. If applicable, the evaluation type as specified for the employee's position (above) will appear as the default, but can be changed if needed.
If desired, enter the ID of the evaluation rating given as the overall performance rating during the evaluation in the Evaluation Rating ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If desired, enter any additional information or specific comments made during the evaluation by the evaluator in the Evaluator Comments field. The comment can be up to 1,000 characters long.
If desired, enter any additional information or specific comments made during the evaluation by the employee in the Employee Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
If applicable, repeat Steps 2-3 until all the applicable positions and/or evaluations have been added for the specified employee.
Continue adding the remaining information for the employee if needed.